Executive Assistant

Baycrest; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Baycrest is seeking an Executive Assistant to provide high-level support to senior executives in Human Resources, Finance, and IT. The role involves managing calendars, preparing documents, and operational support while ensuring organizational effectiveness. Ideal candidates will possess strong communication and organizational skills, a relevant diploma, and significant administrative experience.

Benefits

Competitive salary and vacation

Extended Health and Dental Benefits

Healthcare of Ontario Pension Plan (HOOPP)

24/7 Employee Assistance Program

Qualifications

• Minimum five years of experience in a senior administrative role.
• Knowledge of privacy legislation.
• Ability to manage multiple priorities and work under pressure.

Responsibilities

• Manages complex electronic calendars and coordinates meetings.
• Drafts, edits, and distributes various documents.
• Develops and maintains organized electronic and paper filing systems.
• Supports budget tracking and departmental operations.

Skills

Communication

Organizational Skills

Problem Solving

Proficiency in Microsoft Office Suite

Education

Diploma in Office Administration – Executive

Job description

The Executive Assistant provides executive-level support and partnership to the Vice President, Corporate Human Resources, Vice President, Finance, CFO, and Vice President, IT, as well as senior members of their teams.

Responsibilities include, but are not limited to:

1. Calendar and Meeting Management: Manages complex electronic calendars, organizes meetings, and coordinates logistics including travel arrangements, agendas, and materials. Attends meetings to record minutes and follows up on action items.
2. Document Preparation and Coordination: Drafts, edits, and distributes various documents, including confidential correspondence, reports, and presentations. Ensures accuracy and timeliness of all documents.
3. File and Data Management: Develops and maintains organized electronic and paper filing systems, ensuring confidentiality and compliance with privacy laws.
4. Operational Support: Supports departmental operations, including budget tracking, policy maintenance, and office supplies management.

Qualifications include, but are not limited to:

• Diploma in Office Administration – Executive or equivalent.
• Minimum five years of experience in a senior administrative role.
• Proficiency in Microsoft Office Suite and knowledge of privacy legislation.
• Excellent communication, organizational, and problem-solving skills.
• Ability to work under pressure, manage multiple priorities, and maintain flexibility.

Additional Benefits:

• Competitive salary and vacation
• Extended Health and Dental Benefits
• Healthcare of Ontario Pension Plan (HOOPP)
• 24/7 Employee Assistance Program

Application Instructions:

• Internal applicants should apply via the Baycrest intranet.
• External applicants can apply online through the provided link.

Baycrest is committed to accessibility and will provide accommodations upon request during the recruitment process. Successful candidates will undergo a police reference check/vulnerable sector screen.